How a CEO's strict time system keeps his inbox empty for years
Shishir Mehrotra, CEO of Productivity and a board member at Snowflake and Adept, handles hundreds of emails every day. To manage his workload, he relies on a strict time management system that has boosted his efficiency for nearly half a decade. His approach combines a structured framework with a unique way of measuring how well his tasks align across different tools.
Mehrotra follows a four-step process inspired by Des Traynor's time management framework. First, he clears his inbox entirely, though he stresses that this doesn't mean replying to every message right away. Instead, he sorts and categorises emails to keep his inbox empty. Next, he reorganises his calendar to match his priorities. The third step involves sticking rigidly to his scheduled tasks, while the final step requires reflecting on what truly mattered at the end of the day.
To track his progress, he calculates an 'alignment score' by comparing his emails, calendar, and to-do list. He aims for around 50% overlap between them, ensuring his time stays focused on key objectives. Mehrotra also maintains a streak of 'zero-inbox' weeks, counting how long he can keep his inbox empty without falling behind.
He has used this system for four to five years, finding it dramatically improves his productivity. Despite his busy schedule—leading Productivity and serving on multiple boards—he credits the method with helping him stay on top of his responsibilities.
The framework keeps Mehrotra's workstream organised, balancing immediate tasks with long-term priorities. By measuring alignment and maintaining inbox zero, he ensures his time is spent efficiently. His method offers a clear, repeatable way for professionals to manage heavy workloads without losing focus.
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